The CUNY ERP Project

Student Administration

by : Bahaa abas

Agenda

Examine the Student System Module Phasing

Discuss what happens during a “Fit/Gap Analysis”

Offer you the opportunity to share ideas regarding business processes that could be “re-engineered”

Answer any questions that you have about the CUNY ERP project

Student System Phasing

We intend to phase in the colleges on the new student system in “waves”

The first wave of colleges are referred to as the “Vanguards”

The ERP implementation for these two colleges will examine business processes CUNY-wide, so all colleges will be participating

The Vanguards will be the “model” implementation for the rest of the university in terms of business processes

Student System Phasing

Financial Aid will be implemented for ALL CUNY colleges after the Vanguards are in production

Remaining colleges will be brought onto the ERP student system in waves

Current legacy system state presents some challenges in phasing in the ERP modules

STUDENT RECORDS

ADMISSIONS/PROSPECTING

STUDENT FINANCIALS

FINANCIAL AID

HUMAN RESOURCES (HCM)

GENERALLEDGER

CAMPUS COMMUNITY

Acctg

Depts

Depts

Future State – ERP

SINGLE DATABASE AND MULTI-INSTITUTIONAL

Financial Aid Not AlwaysMulti-Institutional

Admissions Not AlwaysMulti-Institutional

AN ERP SYSTEM IS A SET OF FULLY INTEGRATED MODULES

Student InformationSystem (SIMS)Student Records

Student FinancialsFinancial Aid

Financial AidProcessing

(FAP)

Financial Aid

Student Financials Accounting

(SFA)Student Financials

Financial AidStudent Payroll

Refunds

Human Resources

(CUPS)

General Ledger(FAS/FIS)

Disbursements ToStudent Account

Return To Title IV

Payments ToStudent & School

Financial Aid Packages (FAPMERGE)

Enrollment Status

Student Bio/Demo & Awards To Be Disbursed

Current State

STUDENT RECORDS (LAYER)

UGRD ADMISSIONS

STUDENT FINANCIALS (LAYER)

FINANCIAL AID (CUNY WIDE)

HUMAN RESOURCES (HCM)

GENERALLEDGER

CAMPUS COMMUNITY (LAYER)

Acctg

Depts

Depts

VANGUARDSPeopleSoft Fully In

Production – CC, SR, SF, FA

SIMS SCHOOLSStudent Records

Student FinancialsPeopleSoft FA In

Production

InterfaceIntegration

IntegrationInterface

SFAFor Student Payroll &

Refunds

ERP Phase 1

FutureWaves

FirstWave

Roles and Responsibilities

Direction and Input

SME Panels

SME Work Teams

Campus Liaisons Champion Serve as SME Secure SME from Campuses Campus Implementation/Readiness

Fit/Gap Analysis

Examine how ERP software “fits” into our CUNY business processes

Explore the changing of business processes to come up to “best business practices” within higher education (which ERP software delivers), and to enable improvement of student services

If CUNY has a business process not delivered by the software, or a business process unique in higher education, negotiate the “gap”

Fit/Gap Analysis

Software will be ”configured” jointly by vendor consultants working with CUNY subject matter experts (SME’s), who provide CUNY specific knowledge

SME’s will be learning to configure many functions currently maintained by programmers

Sample ERP Software Configuration

Example of the future state for end user configuration of a transcript, demonstrating the power of ERP software. Transcript configuration page:

A sample transcript configured by an end user using the PeopleSoft software:

Business Process Re-design

Define Business Process Re-Engineering (BPR) Reengineering is the fundamental rethinking and redesign of business

processes to achieve dramatic improvements in critical measures of performance, such as cost, quality, service, and speed.

(Hammer & Champy, 1993)

How can ERP help with BPR? Our processes will fall into one of three categories:

Processes that can’t be re-designed due to the aging technology of our legacy systems

Processes we could re-design right now, but we’re waiting for ERP to motivate us

Processes that ERP will force us to re-design

Can we come up with some examples of each?

Questions and Answers